As seen in the Dayton Daily News on September 24, 2016.
Since my office manager came on board several years ago, she has run the office for an extended period of time without my assistance on a couple of occasions.
Once when I had the flu, and another time when I was hospitalized. As I recovered, things went smoothly at the office.
The tables were recently turned, and it was I who had to survive without her. One day she was complaining of back pain, and the next she called to tell me she had shingles.
I tried to stay calm and was sympathetic, but I have to admit as she was talking about her symptoms I was googling, “How long do shingles last?”
I soon discovered I was going to have to manage without my ‘Amazing Amy’, as I often refer to her, for a week or more.
This unexpected news sent my heart racing. I don’t know how to do her job. Tasks get done and things magically appear on my desk when she is in the office.
When she has gone on vacation in the past, I have survived because she plans and prepares things ahead of time, knowing she’ll be gone.
I felt so helpless. I asked her if I could come and work by her bedside. I was only half kidding.
All told she was out for more than a week, but I survived thanks to the fact that she is organized.
If you are part of the support staff within your company, I urge you to get organized so your coworkers can still function optimally during your temporary absence.
First, organize your desk area and filing system. Let go of excessive decorations, personal items and outdated files.
Amy’s office is organized so it was easy for me to find what I needed.
Her files were neatly labeled and organized by category. This was helpful when the printer was out of paper and I needed the manual to show me where to put the new paper. I know this sounds pathetic, but that paper tray was very much hidden from view.
Her desk drawers are divided by personal items and office supplies. I didn’t have to dig through hand lotion and cough drops to find the staples to refill the stapler as I was sitting at her desk.
Second, Amy had created a procedure manual that contained all the passwords and necessary steps needed to complete most of the tasks she performs.
The manual was a life saver. I referenced it often.
For example, when it was time to generate client invoices for the week, I was clueless how to do them. Even though I trained Amy how to perform this task when she first came on board, I couldn’t remember the steps. I had also forgotten the password to the account, which meant I couldn’t even do step one.
Amy had “How to create an invoice” clearly labeled in the binder with step by step instructions for me to follow.
Even though everything took me much longer to do than it would for her to complete, I managed to get things done without the need to call her at home.
I encourage you to get your office organized. You never know what tomorrow may bring, but you can be more prepared.